Family & Agency Support Professional

Description

The Family & Agency Program Support (FAPS) position acts as the first voice for the agency, often being the first person to answer the phone and greet people into the building. The FAPS also assists with orienting new staff to the program, supporting members of the management team, providing on-going clerical and other support for program activities, and attending to administrative details. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Assistance

• Serve as the initial point of contact for children, families, community partners, and agency team members.
• Oversee the process of admitting visitors and volunteers, according to agency policy, and provide directions within the building, when necessary.
• Answer phone calls, respond to questions via phone or email, and act as a liaison between family and/or community members and agency staff.
• Ensure outgoing mail is mailed daily, and incoming mail is opened, date stamped, and distributed timely.
• Maintain office equipment at the Beloit Center. Troubleshoot minor problems and arrange for repairs for larger problems and preventive maintenance for all sites.
• Track  center inventory and re-order when needed. Purchase rush items from the supply store as needed.
• Assist team members throughout all levels and locations of the organization with projects, and events.
• Assist with the program safety initiatives including implementation of Emergency Preparedness Plans and performing drills.
• Serve as a member of either the opening or closing team, and assist with cross-departmental tasks, as requested/assigned.

Operations Support

• Ensure equipment is maintained in good working order; replenish postage meter, as needed.
• Assist the agency/staff in effectively utilizing various systems and technology, including inter-office mail/email, copier/telephone/fax systems, data, documentation, and human services platforms (for example, Child Plus, Teams, Paylocity.
• Keep staff equipment spreadsheet updated.
• Data Enty: enter pivotal agency data into program and state systems such as Childplus, 
• Social Media Management: planning, creating, scheduling, and monitoring content across social media platforms to build an organization’s online presence.
• Carry out “as needed” assignments for the organization, including data entry, preparation of reports, and printing. 

Human Resources

• Perform reference checks for prospective employees. 
• Assist with new staff orientation: must be willing and able to speak in front of small groups and coherently deliver important information.
• Generally assist with recruitment, hiring, onboarding, professional development, and maintenance of employee records, as well as other tasks as assigned.

The above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position. It is the responsibility of the individual to inform the employer of any accommodation needed to perform the essential functions of this position. 

Requirements

MINIMUM QUALIFICATIONS

• A passion for high-quality customer service.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality at all times and handle sensitive matters with professionalism.
• Ability to collaborate with others and perform high quality work with minimal to moderate supervision.
• Ability to meet deadlines, manage multiple streams of work, and maintain a workload that contributes to the overall effective operations of the agency. 
• Ability to operate a variety of office machines, such as computers, keyboards, scanners, copiers, computer printer, etc. along with Microsoft Office programs; Word, Excel (including the ability to develop and maintain spread sheets), Outlook, Power Point, Adobe, etc.
• Ability to work with diverse populations/family models.
• Must have or be able to obtain CPR and First Aid certificates.
• Ability to maintain good attendance.

PREFERRED QUALIFICATIONS

• An associate’s degree in administrative support or related field.
• Two or more years of experience working in a similar position.
• Ability to communicate fluently in English and Spanish.
• Experience working in a non-profit setting.
• Experience with HR platforms, such as Paylocity.

Employees must be able to demonstrate at all times that they are physically, mentally, and emotionally able to meet the requirements of their job. 

PHYSICAL DEMANDS:

• General Office Tasks: Sitting for long periods, moving from location to location (within buildings and from site to site) and using a computer for extended periods of time.
• Communication: Speaking clearly, hearing, and using hands to handle objects or controls.
• Physical Activity: Depending on the job, individuals might need to lift, bend, or crouch.
• Visual Acuity: Seeing details of objects at various distances, as well as depth perception. The ability to withstand blue light from computer screens, smart phones, and other technology.
• Auditory Acuity: The ability to hear and focus on conversations and potentially respond quickly to sounds. 

  MENTAL DEMANDS:

• Cognitive Skills: Learning new information, remembering processes, focusing, categorizing, and integrating information for decision-making. Making timely and effective decisions under pressure.
• Problem-Solving: Identifying problems, analyzing situations, and finding solutions.
• Organization and Planning: Organizing tasks, setting priorities, and managing time effectively.
• Adaptability: Adapting to changing situations and priorities.
• Stress Management: Managing stress and maintaining composure under pressure. 

EMOTIONAL DEMANDS:

• Empathy and Emotional Intelligence: Understanding and responding to the emotions of team members. Understanding one's own strengths and weaknesses and how they impact others.
• Conflict Resolution: Resolving conflicts constructively and fairly. 
• Resilience: Maintaining a positive attitude and bouncing back from setbacks. 

The physical, mental, and emotional requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

WORKING ENVIRONMENT:

The employee primarily works indoors in an office that is typically located within a school building. The noise level in the work environment ranges from low to moderate, depending on the location of the work being performed.

The employee regularly performs work that requires an immediate response. Regular interruptions to workflow are expected.

The employee occasionally works in outdoor weather conditions for short periods of time.

The work environment characteristics described here are representative of those an individual encounters while performing the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to successfully function within the work environment.